Policies & Procedures Manual

451

Procedures for Access:

Students should contact the appropriate office to inspect and review their records. An office may require that a College official be present when a student inspects and reviews his educational records. Any questions concerning a student’s access to records should be directed to the Director of Admissions and Records.

Release of Directory Information:

Directory information may be released by the College without the student’s written consent. Directory information consists of the following items: name; local, home, or permanent address; email address; name and addresses of parents or guardian; classification (freshman, sophomore, etc.); major and minor fields of study; dates of attendance; full- or part-time status; degrees, awards and honors, and dates awarded; rank in class; and previous institutions attended. Directory information does not include social security number, PINs, date of birth, and test scores. Participation in recognized activities and sports, weight and height of members of athletic teams, and other similar information is considered directory information. See 20 U.S.C. §1232g. A student may deny the release of directory information by completing the form “Request to Prevent Disclosure of Directory Information” located in the Director of Admissions and Records office. A former student, one who is not in attendance, must contact the Director of Admissions and Records to deny the release of directory information.

Release of Educational Records:

The College will release a student’s educational record(s) upon the student’s completion of the form “Authorization to Disclose Academic Information.”

The College may release students’ educational records to the following without prior written consent:

1. College officials who have a legitimate educational interest in the records. College officials are defined as teachers, administrative personnel and other employees except personnel of the security or law enforcement unit of the College who in the performance of their normal duties require access to student records. If College officials are required in the performance of their duties to review the educational records of a student, this will be considered to be a legitimate educational interest. 2. Officials of another school in which the student intends to enroll upon request of the transfer school. 3. Government representatives of the Comptroller General of the United States, the Secretary of Education, the U.S. Commissioner of Education, the Director of the National Institute of Education, the Assistant Secretary for Education, State educational authorities, and State officials to whom such information is specifically required to be reported or disclosed by State law adopted prior to November 19, 1974. 4. Appropriate authorities in connection with financial aid with the understanding that only the necessary records will be released. 5. To organizations conducting studies for, or on behalf of, the College or its agencies for the purpose of developing, validating, or administering predictive tests, administering student aid programs, and improving instruction and student life provided that the studies will not permit the personal identification of students and their parents by individuals other than representatives of the organization and provided that the personally identifiable information furnished will be destroyed when no longer needed for the purposes for which the study was conducted.